Privacy notice for job applicants

Under data protection law, individuals have a right to be informed about how the organisation use any personal data we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

This privacy notice describes how we collect and use personal information about you during and after your relationship with us, in accordance with the UK General Data Protection Regulation (UK GDPR). Following Brexit, Regulation (EU) 2016/679, General Data Protection Regulation (GDPR) is retained EU law and known as UK GDPR.

The UK GDPR sits alongside an amended version of the Data Protection Act 2018 that relate to general personal data processing, powers of the Information Commissioner and sanctions and enforcement. The GDPR as it continues to apply in the EU is known as EU GDPR We, Pit Stop Productions Ltd, are the ‘data controller’ for the purposes of data protection law. Our Data Protection Officer is Daniel Thompson.

This notice applies to job applicants. Candidates should refer to our privacy notice for the company’s workforce for information about how their personal data is collected, stored and used. This notice does not form part of any contract of employment or other contract to provide services, and we may update this notice at any time.

It is important that you read this notice, together with any other policies mentioned within this privacy notice. This will assist you with understanding how we process your information and the procedures we take to protect your personal data.

Data Protection Principles

We will comply with the data protection principles when gathering and using personal information, as set out in our data protection policy.

The personal data we hold

We may collect, store and use the following categories of personal information about you up to the shortlisting stage of the recruitment process: - Personal information and contact details such as name, title, addresses, date of birth, marital status, phone numbers and personal email addresses; Emergency contact information such as names, relationship, phone numbers and email addresses;

Information collected during the recruitment process that we retain during your employment including proof of right to work in the UK, information entered on the application form, CV, qualifications; Details of your employment history including job titles, salary and working hours; Details of your referees and references; Details collected through any pre-employment checks including online searches for data; We may also collect, store and use the following more sensitive types of personal information: Information about your race or ethnicity, religious beliefs, sexual orientation, and political opinions. Information about your health, including any medical condition and sickness records. Information about criminal convictions and offences.

After the shortlisting and interview stage, in order to make a final decision on recruitment, we may collect further information including references, and information regarding qualifications. We may also ask about details of any conduct, grievance or performance issues, appraisals, time and attendance from references provided by you.

Our lawful basis for using this data

We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:

Comply with a legal obligation
Carry out a task in the public interest
Less commonly, we may also use personal information about you where:
You have given us consent to use it in a certain way
We need to protect your vital interests (or someone else’s interests)
We have legitimate interests in processing the data.

Where you have provided us with consent to use your data, you may withdraw this consent at any time. We will make this clear when requesting your consent and explain how you go about withdrawing consent if you wish to do so. Some of the reasons listed above for collecting and using personal information about you overlap, and there may be several grounds which justify the organisation’s use of your data.

Collecting this information:

While most of the information we collect from you is mandatory, there is some information that you can choose whether to provide to us. Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice. We may collect this information from you, your referees, your education provider, by searching online resources, from relevant professional bodies, the Home Office and from the DBS.

How we store this data:

We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where We are legally required to do so.

We will only use your personal information when the law allows us to. Most commonly, we will use your information in the following circumstances:

Where we need to take steps to enter into a contract with you;
Where we need to comply with a legal obligation (such as health and safety legislation, under statutory codes of practice and employment protection legislation);
Where it is needed in the public interest or for official purposes;
Where it is necessary for our legitimate interests (or those of a third party) and your interests, rights and freedoms do not override those interests.
Where you have provided your consent for us to process your personal data.

Generally, the purpose of us collecting your data is to enable us to facilitate safe recruitment and determine suitability for the role. We also collect data in order to carry out equal opportunities monitoring and to ensure appropriate access arrangements are put in place if required. If you fail to provide certain information when requested, we may not be able to take the steps to enter into a contract with you, or we may be prevented from complying with our legal obligations. We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, We cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.

Data sharing

We may need to share your data with third parties, including third party service providers where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so. These include the following: -

Academic or regulatory bodies to validate qualifications/experience (for example the teaching agency);
Referees;
Other schools or colleges;
DBS; and
Recruitment and supply agencies.

We may also need to share some of the above categories of personal information with other parties, such as HR consultants and professional advisers. Information will be provided to those agencies securely or anonymised where possible. The recipient of the information will be bound by confidentiality obligations; we require them to respect the security of your data and to treat it in accordance with the law.

Transferring data internationally

Where we transfer personal data to a country or territory outside the UK or European Economic Area, we will do so in accordance with data protection law.

How We Use Particularly Sensitive Information

Sensitive personal information (as defined under the UK GDPR as “special category data”) require higher levels of protection and further justification for collecting, storing, and using this type of personal information. We may process this data in the following circumstances:

In limited circumstances, with your explicit written consent;
Where we need to carry out our legal obligations in line with our data protection policy;
Where it is needed in the public interest, such as for equal opportunities monitoring (or in relation to our pension scheme);
Where it is needed in relation to legal claims or where it is necessary to protect your interests (or someone else’s interests) and you are not capable of giving your consent.

Criminal Convictions

We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where it is necessary to carry out our legal obligations. We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of the recruitment process.

Retention Periods

We will hold all data for a timeframe applicable to employment opportunities with us. If we deem that your application is unsuitable, we will delete your information.

You can request for your personal data to be deleted at any point by emailing hr@pitstopproductions.co.uk.

Your rights:

Subject to local data protection laws and in particular under the GDPR and the UK GDPR, you have a number of important rights free of charge. In summary, those include rights to:

access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address

require Us to correct any mistakes in your information which We hold

require the erasure of personal data concerning you in certain situations

receive the personal data concerning you which you have provided to Us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations

object at any time to processing of personal data concerning you for direct marketing

object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you

object in certain other situations to our continued processing of your personal data

otherwise restrict our processing of your personal data in certain circumstances

claim compensation for damages caused by our breach of any data protection laws.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the UK GDPR.

If you would like to exercise any of those rights, please:

let us have enough information to identify you,

let us have proof of your identity and address, and

let us know the information to which your request relates.

How to complain:

We hope that We can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation and the UK GDPR also gives you right to lodge a complaint with a supervisory authority, in particular (under the GDPR) in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.

Contact:

All questions, comments and requests regarding this Privacy Notice should be addressed to hr@pitstopproductions.co.uk.